Membership Assistant

Program stream:: Young Canada Works in Heritage Organizations
Job title:: Membership Assistant
Organization name:: Ontario Museum Association
Job location:: Toronto, Ontario
Length of assignment:: 2018-06-20 to 2018-09-12 (12 weeks)
Hourly wage:: $17.00

The Ontario Museum Association (OMA) is a not-for-profit member organization with a mission to strengthen capacity among institutions and individuals active in Ontario’s museum sector, facilitate excellence and best practices, and improve the communication and collaboration of its membership. The Association advocates for the important role of Ontario’s museums to society, working with all stakeholders, related sectors and industries, and other professional organizations. The OMA is based in Toronto but has a mandate to serve museums and museum workers in all parts of the province.

The OMA is seeking a Membership Assistant to conduct a user engagement and experience evaluation of the OMA public website among membership in order to improve the website’s usability and features. The Membership Assistant will also help to update the member database and provide assistance to members in setting up their public listings on the “Discover Ontario Museums” website. The Membership Assistant will also provide support to the Membership Coordinator with financial and member-relations tasks, such as preparing monthly member mailings, providing customer service, processing payments and expense claims, organize meeting logistics and prepare agendas, take and transcribe minutes, assist with event and member registration, and maintain filing systems and records.

This position provides an opportunity for the successful candidate to gain in-depth, hands-on knowledge and experience in member relations and arts administration in a not-for-profit organization. The Membership Assistant will have the opportunity to meet and network with museum and heritage professionals and partners from across the province. The position includes a free one-year membership to the OMA.

Responsibilities

• Work with the Supervisor to confirm a detailed work plan, with deadlines for specific tasks.
• Process new and renewing memberships, prepare and send invoices, and respond to member inquiries by phone, email or mail.
• Assist with the development and implementation of a user experience and engagement survey of the OMA public website “Discover Ontario Museums” among membership to determine member needs and interests
• Process payments and expense claims, mail, inventory requests, handle petty cash, and other day-to-day administrative duties
• Assist with drafting agendas and supporting materials for meetings with council members, conference-related committees, and other stakeholders, and take/transcribe meeting minutes
• Prepare materials and communications for monthly member mailings and membership communications
• Assist with general office-related tasks, such as filing, photocopying, mailings, etc.
• Assist with the development and planning of member relations plan to contact and assist members to update their listings on the OMA public website
• Update and maintain the member database
• Identify and track website performance issues to report to web designers.
• Maintain the job postings section of the OMA website
• Participate in weekly staff meetings with updates on project status
Requirements

• Enrolled in a museum studies program, or related field, with some knowledge and experience working with cultural and not-for-profit organizations
• Strong computer skills, proficiency with word-processing software, web editing software
• Excellent analytical skills
• Excellent organizational and interpersonal skills
• Ability to work and perform effectively in a multi-tasking, fast-paced team environment
• Strong oral and written communication skills
• Experience and interest in arts administration an asset
• French language comprehension would also be an asset

Application Procedure:

Please send a personalized cover letter, resume, and two reference letters by April 23, 2018, to the Program Manager.

The OMA is committed to diversity within its community and especially welcomes applications from visible minority group members, women, Indigenous persons, persons with disabilities, members of sexual minority groups, and others who may contribute to the further diversification of ideas. Only those selected for interviews will be contacted.

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